Operational Manual for Finance Permissions {FCSP}

Finance Permissions are an extension of the User Restriction which divides functions i.e Approve GL Journals, into user defined areas in which a user can perform that activity.

•    Rule EC, ED, EE, EF, EG, EN, EA, ET, EP – per system the SOD must be set to E if approvals must be done in the system.
•    Rule WC - Std: Approval Initial Default Value – set default approval indicator to either (A)approve, (R)eject or (I)gnore. This setting will apply to all financial systems.
•    Rule WA - WEB: Approval Initial Default Value – set default approval indicator to either (A)approve, (R)eject or (I)gnore. This setting will apply to finance iEnabler financial systems.

Step 2 - Finance User Access – {FCSM-5}

Approval privilege must be set to (Y)es for authorised users who can approve financial transactions on any of the financial sub-systems.

1. Rules express how the institutions financial policies more specifically the boundaries within which a designates may perform functions.
   
2. A rule consists of a definition, first rule lines and second rule lines.
3. Per rule  the first lines must always cover the complete range of account categories or accounts and the second lines must cover all amount values between 0 and the system max value (N17.2)
• Acount Category Range   Low value   = 0            -                High Value = 999
• Acount Range                 Low value   = 0            -                High Value = 999999
• Docuement                     R,O,OS,G 
  
4. The default level is only updateable if the rule is an approvals rule, and indicates the number of approval levels on the rule line.
5. When the rule is linked to a entity a rule line is created fo each approval level.
   
6. Default Rules created with the install.
   

• Policy rules will only be used by approval functions for all other functions an appropriate default rule should be used as a policy rule.
• Action rules will be used on all functions and it is advised to use a appropriate default rule on approval functions as action rule.
• A rule can be both a policy rule and actions rule at the same time.
• 
  

Step 4 -  Linked Functions to Function groups {FCSP-7}.

1. Functions are ITS defined.
2. Groups are user defined.
3. Link appropriate functions to the user defined groups.
4. Function can be linked and de-linked from a group using the effective date on the group function link.

Step 5 - Link Rules to Functions groups and Entities {FCSP-4}.

1. The option is used to link a policy and action rules to an entity and function which then creates the necessary records to which action groups can be linked
2. Functions Groups – functions of the same action type linked together.
3. Entities – structures that exist within the Integrator system on which permissions are be based.
   
4. The following entities are available to which to link functions and  rules
   

• Institutions
• Ledger
• Fund Group
• Faculty
• Department
• Consolidated Cost centre
• Cost Centre
  

Step 6 -  Maintain Action Group  Definitions and Detai {FCSP-3}

1. The option is used to define actions groups and linking users to the action groups.
2. Action groups are linked to functions groups and rule lines. Linking an action group to a function and rule line allows the user to perform the function (i.e. Create a Request) in the area defined by the rule lines. 
3. The user participation of a group is ended by entering an end date. 
   

Example: Action Group.

Step 7 - Link Action Groups (Users) to Functions Rule Lines {FCSP-5}

1. Action groups are linked to function, policy, and action lines.
2. By linking a group to a function, policy, and action line a user gain access to perform the functions in that specific area in the system.
   

Example: Entity Rule linjkeAction Group.

Query Options

• Query User Restrictions {FCSP-20}
• Policy Validation {FCSP-21}
  

Reports

• Link Functions and Entities to Rules {FCSPR1-1}
• Print Functions Linked to Rules and Entities {FCSPR1-2}
• Print Entities’ not Linked to Functions and Rules and Entities {FCSPR1-3}
• Rules Definition {FCSPR1-20}
• Print Grouped Functions {FCSPR1-21}
  

Routing

• The routes FA1 is no-longer used and replaced with the route types FA0 or FA2.
• The system will apply the approval rules and structure and select distinct action groups for all documents / journals that require approval, not yet routed, and create a route per action group. 
• The route will route up to 20 users linked to an action group in an attempt to notify approval users that approval is required at the specific level.
• The route message will include the route number, member of the action group and GLA’s where the group was selected.   
• The action sequence of the group will be used to determine the sequence in which users will be notifiedRoute FA0 will start if no approval group could be found for the GLA and amount to notify the originating user that no approver could be found.
  

• The routes FINS was changed as follows
• The system will apply the funds rules permissions structure and select action groups per document that require overriding of funds. Up to 10 parallel routes sequence will be created. 
• A route sequence  will route up to 5 users linked to an action group in an attempt to notify override funds users that overriding of funds are required.
• Once all 10 parallel paths have completed / timed out the route starts a sequence that counts the number of Sufficient / Forced lines and ends the route with a notification to the originator of the outcome.
  

   
Clients Not Using /  Partially Integrator Finance Systems

• Ensure that that the following SOD are set to syste(M).
• Ensure that that the SOD code BA is set to Budget Control = No.
  

• Update the default approval level on the default rule ITS_APPR {FCSP-6} to zero(0).
• Create a function group for document maintenance {FCSP-7} and link the functions FPDR, FPDO and FPDG to the group.   
• Create a function group for document value restrictions {FCSP-7} and link the functions FPDRD, FPDOD and FPDGD to the group.   
• Create a function group for item value restrictions {FCSP-7} and link the functions FPDRI, FPDOI and FPDGI to the group.   
• Create a function group to view GL reports {FCSP-7} and link the functions FGLB to the group.   
• Link each of the function created to the institution {FCSP-4}.
• Create a action group 
• Link the rule lines to an action group.